Setting Up Recurring Expenses

Automate tracking of regular monthly or weekly expenses like subscriptions and bills.

Overview

Recurring expenses are costs that repeat regularly, such as:

• Software subscriptions
• Internet bills
• Office rent
• Insurance premiums
• Monthly services

ProcessX can automatically create these expenses for you, saving time and ensuring nothing is forgotten.

Benefits of Recurring Expenses

• Save Time: No need to add the same expense every month
• Never Forget: Automatic reminders and creation
• Accurate Records: Consistent tracking over time
• Better Planning: See upcoming expenses in advance

Creating a Recurring Expense

Step 1: Navigate to Recurring Expenses

Go to Expenses from the navigation

Click Recurring or Recurring Expenses tab

Click Add Recurring Expense

Step 2: Fill in Base Details

Step 4: Configure Automation

Choose how ProcessX handles recurring expenses:

• Auto-create: Automatically create the expense
• Remind Only: Send reminder, you create manually
• Auto-create with Review: Create but mark for review

Step 5: Save

Click Save to activate the recurring expense.

Managing Recurring Expenses

View All Recurring Expenses

Go to Expenses > Recurring

See all active and paused recurring expenses

View upcoming scheduled expenses

Edit a Recurring Expense

Click on the recurring expense

Click Edit

Modify details (changes apply to future expenses only)

Save

Pause a Recurring Expense

If you need to temporarily stop:

Click on the recurring expense

Click Pause

Resume when ready

Delete a Recurring Expense

Click on the recurring expense

Click Delete

Confirm deletion

Note: Past expenses created by this rule remain in your records.

Common Recurring Expenses

Software & Subscriptions

• Microsoft 365: R299/month
• Adobe Creative Cloud: R599/month
• Accounting software: R499/month
• Cloud storage: R89/month

Services

• Internet: R899/month
• Phone/Mobile: R599/month
• Web hosting: R199/month
• Security services: R350/month

Fixed Costs

• Office rent: R5,000/month
• Insurance: R800/month
• Professional memberships: R2,400/year

Handling Variable Amounts

For expenses where the amount varies slightly:

Set up with the average or estimated amount

Edit individual expenses when created

Or use "Remind Only" to enter the actual amount each time

Reviewing Recurring Expenses

Monthly best practice:

Review the Recurring tab

Check amounts are still accurate

Deactivate cancelled subscriptions

Add any new regular expenses

Related Articles

• Adding expenses
• Managing expense categories
• Exporting expenses for SARS
• Understanding the dashboard

---

Last updated: March 2025